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Rev. 3/7/11 SUPPLY CHAIN SERVICES DEPARTMENT Procurement Card User’s Guide

Spring Independent School District 16717 Ella Blvd , TX 77090

Table of Contents BILLING CYCLE ...... 10 RECONCILIATION TOOLS ...... 10 INTRODUCTION TO THE PROCUREMENT CARD RECONCILIATION PROCESS (3-WAY MATCH) ...... 11 PROGRAM ...... 1 Step 1: Collecting & Retaining Appropriate Supporting Documentation ...... 11 ROLES AND RESPONSIBILITIES ...... 2 Step 2: Completing the Transaction Log .... 11 PROGRAM ADMINISTRATOR ...... 2 Step 3: Reviewing & Approving the CAR CARDHOLDER ...... 2 Report ...... 12 SAFEGARDING YOUR CARD ...... 2 APPENDIX A – TRANSACTION LOG ...... 14 VERIFYING AND RECONCILING APPENDIX B – P-CARD REQUEST FORM ...... 15 TRANSACTIONS ...... 2 APPENDIX C – EMPLOYEE AGREEMENT ...... 16 DEPARTMENT HEAD ...... 3 APPENDIX D – DEPARTMENTAL GUIDELINES ...... 17 SUPERVISOR ...... 3 Special Services Department (CBI Program) AUTHORIZED REVIEWER ...... 3 ...... 17 ACCOUNTS PAYABLE ...... 3 PROGRAM CONTROLS & RESTRICTIONS ...... 3

LIMITED DISTRIBUTION ...... 3 SUPPLIER INDUSTRY CODE RESTRICTIONS & ...... 3 BUDGETARY CONTROLS ...... 3 DEPARTMENTAL GUIDELINES ...... 4

THE CARD PROCESS ...... 4 OBTAINING A PROCUREMENT CARD ...... 5

ACTIVATING YOUR ACCOUNT ...... 5 ACCESS TO AMERICAN EXPRESS CORPORATE ACCOUNT RECONCILIATION (CAR) ...... 5 ACCEPTABLE/NON-ACCEPTABLE PURCHASES .. 6

ACCEPTABLE PURCHASES ...... 6 NON-ACCEPTABLE PURCHASES ...... 6 MAKING A PURCHASE ...... 6

ORDER METHOD OPTIONS ...... 6 BILLING ADDRESS CONFIRMATION ...... 7 SALES TAX EXEMPTION ...... 7 NEW MERCHANTS ...... 8 DOCUMENTING YOUR PURCHASE ...... 8 TRANSACTION LOGS ...... 8 RETURNS, CREDITS AND DISPUTED CHARGES . 9 LOST, STOLEN OR MISPLACED CARDS ...... 9 WHAT TO DO IF YOU TRANSFER OR TERMINATE ...... 9 P-CARD PAYMENT ...... 10 MONTHLY TRANSACTION RECONCILIATION .. 10

Introduction to the Procurement Card Program he purpose of the Spring Independent School District Procurement Card (P- Card)Program is to establish a more efficient, cost-effective method of purchasing and paying for specific categories of expenditures, as defined T within this document. Spring ISD has partnered with American Express to implement a P-Card program (The Program) that meets the specific needs of the district and the participating departments and cardholders. The American Express P- Card is a credit card tailored specifically for authorized business use only and provides various benefits, as follows: • P-Cards simplify the procurement process for authorized transactions and provide a convenience factor to the cardholder, enabling the cardholder to make a purchase at the actual time their need arises • The P-Card transaction provides process and cycle time savings by minimizing the number of documents, requisitions, invoices, and checks processed for authorized P-Card purchases • P-Card rewards points will be consolidated at the District level. The points will be converted to cash and returned to the General Fund • Individual P-Card accounts can be programmed with pre-defined restrictions, ensuring that only transactions meeting The Program criteria are allowed. Such restrictions help ensure compliance with budgetary, departmental, and purchasing policies and procedures

The Cardholder User’s Guide provides the general guidelines for using your P- Card. Please read it carefully. Your signature on the cardholder agreement shows that you understand the intent of The Program and agree to follow the established school district and departmental guidelines.

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Roles and Responsibilities

PROGRAM ADMINISTRATOR

Paul Young – Program Administrator, Ph# 281-891-6471

The Program Administrator is responsible for the overall administration of the Program. This person is knowledgeable on all procedures in this User’s Guide. The Program Administrator will help with implementing P-Card changes (i.e., spending limits, account information, etc.) and will update policies and procedures as necessary to meet the changing needs of the District.

All requests, problems, or questions related to the Program must go through the Program Administrator.

CARDHOLDER A cardholder is the person designated by the Department Head to utilize the P- Card to purchase items within the Program’s controls and limits. Both your name and Spring Independent School District are imprinted on the front of your P-Card. You are the authorized cardholder. All purchases made with your assigned P-Card must be only yours.

Failure to follow established purchasing guidelines when using the P-Card may result in disciplinary action up to and including termination.

SAFEGARDING YOUR CARD

As the cardholder, you are solely responsible for ensuring the security of your P-Card. The P-Card is to be kept in a safe place, preferably locked up, when not in use.

You may not allow anyone else to make purchases on your P-Card. If a cardholder will be absent from the office for an extended period of time, the Department Head should request that a P-Card be issued to someone else within the department to act as back- up for the duration of the cardholder’s absence.

VERIFYING AND RECONCILING TRANSACTIONS

The cardholder is responsible for ensuring the validity and accuracy of the purchases made on his/her assigned P-Card. As the cardholder, you must review all activity that posts on your account and are responsible for reconciling the monthly American Express billing statement against your Tracking Log and the American Express web- based Corporate Account Reconciliation (CAR) tool. This process will ensure that the District only submits payment to American Express for valid transactions. Further instructions about the Tracking Log and the CAR reconciliation tool are described within this user guide.

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DEPARTMENT HEAD

The Department Head is the person authorized by the District to designate and approve their eligible staff to be issued a P-Card. The Department Head must also approve the monetary spending restrictions assigned to each cardholder’s P- Card and any changes (increases/decreases) to the spending limits.

SUPERVISOR

The cardholder’s supervisor is responsible for signing off on the monthly account reconciliation (CAR tool and Transaction Log) for each of his/her staff members. The supervisor’s approval confirms purchases were proper and necessary for the department.

AUTHORIZED REVIEWER

The responsibility of the Authorized Reviewer is to confirm the accuracy of the purchase records and allocation of transactions to the appropriate budget account. This role will also be responsible for the secure retention of all P-Card records for the mandatory 7-year retention period.

ACCOUNTS PAYABLE

The District’s Accounts Payable department is responsible for posting all monthly P-Card activity to the District’s general ledger and issuing payment to American Express for all transactions within a given billing cycle within the agreed payment terms (14 calendar days). Program Controls & Restrictions

LIMITED DISTRIBUTION

The P-Card has a very limited distribution within the District. Only select departments and users have been authorized to utilize the card. This maintains security and controls.

SUPPLIER & INDUSTRY CODE RESTRICTIONS

The Program allows for P-Card purchases to be restricted to authorized Suppliers and/or Industry Codes only. The District defines these restrictions and the Program Administrator communicates such restrictions to American Express for implementation on the cardholder accounts.

BUDGETARY CONTROLS

• Pre-Established Spending Limits: The P-Card program provides departments and cardholders the ability to limit spending based on pre- established departmental and district budgetary restrictions. Each cardholder’s

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P-Card may be customized with a unique spending limit to prevent overspending. Such P-Cards may be referenced as “spend-down” accounts and the monetary balance on such cards is depleted as purchasing transactions are processed. The pre-established monetary limits are adjustable and may be increased or decreased by submitting an approved request to the Program Administrator.

• Pre-Established Accounting Codes: Depending on your Departmental guidelines, your P-Card account and related purchases may default to a pre- established set of accounting codes. Pre-set Accounting codes help ensure that your purchases comply with the District’s budget guidelines.

DEPARTMENTAL GUIDELINES

Each department may have its own purchasing guidelines as to the authorized application for the P-Card, and users must become familiar with and abide by such guidelines. Please refer to the Appendix section to determine if your department has custom guidelines for use of the P-Card. The Card Process The basic process for utilizing the Procurement Card is outlined below: • Cardmember purchases material/service directly from the Supplier. • Supplier delivers material/service with proper documentation. • Supplier receives payment from American Express in as little as three (3) business days of the transaction. • Cardmember reviews transactions in CAR, re-allocates default accounting information if necessary, and adds enhanced data such as comments to transactions (ex: description of charge). • Supervisor reviews and approves his/her assigned cardmember’s transactions (after review/reallocation by the cardmember) and edits budget code information as appropriate. Approval process includes signing off purchase transactions on both the web-based CAR site and the hard copy Transaction Log. • Authorized Reviewer performs a final review and approval of the transaction records and budget codes both in CAR and the Transaction Log and ensures secure retention of all records. • Accounts Payable submits payment to American Express for all transactions within the current billing cycle.

IMPORTANT: All transactions must be reviewed and approved in CAR and the Transaction Log within five (5) business days after the billing cycle close.

Cardmember’s can obtain their monthly statement online 48 hours after the billing cycle ends from American Express’ Manage Your Card Account at www.americanexpress.com/checkyourbill. Cardmembers can also view and print

4 transactions from the CAR tool. Monthly transactions must be reconciled by matching charges with supporting documentation such as itemized receipts, priced packing slips and invoices. The transaction report from CAR should be printed, receipts attached, signed by the Cardmember and submitted to the Authorized Reviewer for final approval and retention. Obtaining a Procurement Card Eligible employees seeking a P-Card must contact the Program Administrator to obtain a soft copy of the P-Card Request Form (Appendix B) and P-Card Cardmember Agreement (Appendix C). The employee must first complete the P-Card Request Form and submit it to their department head for approval. Once the approved request is returned to the employee, the employee should read and sign the Cardmember Agreement*. Once both forms are completed, they must be submitted to the Program Administrator for processing.

The Program Administrator will then submit all approved requests to American Express for creation of new P-Card accounts. American Express will deliver all new P- Cards to the Program Administrator, who will then distribute them to the assigned Cardmembers accordingly.

*IMPORTANT: By signing the P-Card Cardmember Agreeement, the employee fully recognizes the seriousness of their responsibility to safeguard and properly use the P- Card as described in this manual and any corresponding departmental guidelines, if applicable. Abuse of the P-Card or violation of P-Card Policy may result in revocation of the card and will subject the employee to disciplinary action up to and including termination. Activating Your Account Upon receipt of the card, the Cardholder should sign the back of the card. Prior to the initial use of the card, the Cardholder must call American Express Customer Service at 1-800-362-6033 in order to activate the account. Access to American Express Corporate Account Reconciliation (CAR) Upon receipt of a new P-Card, the Program Administrator will set up the new cardholder with access privileges to Corporate Account Reconciliation (CAR), the American Express web- based transaction reconciliation tool. The Program Administrator will also ensure that the cardholder’s Supervisor has CAR access in order to sign off on the monthly reconciliation of each of his/her staff members.

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Acceptable/Non-Acceptable Purchases Your P-Card is not intended to avoid or bypass appropriate purchasing or payment procedures. Procurement bidding procedure requirements should be utilized as required and appropriate. The P-Card is intended to complement the existing processes available, and is not intended for after-the-fact payment.

ACCEPTABLE PURCHASES

You may use your P-Card at any merchant that accepts American Express.

Use the P-Card for the purchase of any item or service that is allowed within the purchasing policies of the District AND the guidelines established by your department.

Please refer to Appendix D to view the P-Card purchasing guidelines established for your specific department, if applicable.

NON- ACCEPTABLE PURCHASES

No personal purchases or non-authorized District related purchases are allowed (no exceptions). Any misuse of the Card is considered a policy violation and will be subject to disciplinary action up to and including termination.

If you are unsure whether a purchase is allowed, please contact the Program Administrator for clarification prior to making the purchase. Making a Purchase You are committing Spring ISD funds each time you use the P-Card. Do not take this responsibility lightly. Use the card with better care than you use with your own personal credit cards.

ORDER METHOD OPTIONS

Depending on the Merchant, you may have the option to make a District-related purchase in person at the Merchant’s place of business or phone, Secure Internet Site (*Refer to screen shot below), or fax. Give the Merchant all of the necessary information to complete the purchase. Never provide your credit card account number via e-mail, as e-mail is not a secure method of communication. If you make a purchase commitment via e-mail, you should provide payment via phone or fax only.

DO NOT give a purchase order number when ordering with the P-Card. This will prevent the Merchant from inadvertently sending an invoice to the Accounts Payable Department.

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*Example of a secure Merchant web-site (“SSL Secured” closed lock displayed at bottom right corner of screen)

BILLING ADDRESS CONFIRMATION

The purchase documentation must state that this is a Procurement Card/Purchasing Card (P-Card) purchase. If a supplier asks for a billing address for your purchase, you must give them the following address:

16717 Ella Blvd. Houston, TX 77090

You should request that the vendor send you a receipt to keep for your monthly P- Card reconciliation. You will not send any of this documentation to the Accounts Payable Department for payment. Documentation for all purchases must be kept for a period of eight (8) years. This documentation must be retained in the department for two (2) years and subsequent files archived and stored as "P-Card" to allow easy accessibility. If there are multiple P-Cards and /or P-Card cardholders in a department, the documentation should be consolidated when archived.

SALES TAX EXEMPTION

As a school district, Spring ISD is exempt from sales tax, as are your P-Card purchases. The Cardholder should inform the merchant of our tax-exempt status prior to placing the order. Any sales tax questions should be directed to the Program Administrator. If you find that you have been charged sales tax on a purchase, you should contact the merchant for a credit of such tax (ensure you obtain documentation displaying the tax has been credited in full to your specific P-Card account).

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A copy of our Sales Tax Exemption Certificate can be sent to the vendor if required.

NEW MERCHANTS

If there is a Vendor or Supplier that is interested in accepting American Express but is not set up to do so, you should e-mail the Merchant’s business name and contact information to the Program Administrator. The Program Administrator will then work with American Express to assess the possibility of establishing the Merchant for credit card processing. The incentive for the merchant is that they will receive payment in approximately three days following the transaction. Documenting Your Purchase It is mandatory that you retain all merchant receipts and documentation to simplify reconciliation for purchases made with the P-Card. You will be asked to provide such documentation if/when your files are audited. Some critical documentation necessary for reconciliation may include: Vendor Sales Receipt . Itemized Packing Slip/Receiver Advise (includes price information) . American Express Charge Slip with itemized description of products/services purchased . An Invoice . Transaction Logs (see below) . On-line Purchase Confirmations

Invoices and detailed receipts are the most optimal documentation since they itemize your purchases and show if sales tax was charged. A Merchant’s entry system usually prints an automatic invoice with your processed order. You should instruct the merchant to send the invoice to you and not to the Accounts Payable Department. If you purchase via mail or phone, ask the merchant to include the receipt with the goods when shipping the product. The receipt is the only original documentation specifying if tax was charged to the purchase. Transaction Logs The purpose of the Transaction Log (Appendix A) is to give you a simple, easy to use method of keeping track of expenditures made with the P-Card. A "soft" copy of the log may be obtained from the Program Administrator.

The Transaction Log is easy to use. Use a new log for each billing period. Record in the log each time you make a purchase. Use a detailed description of the item in order for you, your supervisor and the Program Administrator to recognize the purchase as authorized. Attach and list all documents related to the purchases to the corresponding log sheet.

Other uses for the log would be to track your Assigned Spending Limit to ensure that you do not exhaust your funds prematurely and to document signature authorization

8 for changes to the default budget account. The log and your receipts will be your back up to any P-Card charge recorded on the monthly budget report. Returns, Credits and Disputed Charges Should a problem arise with a purchased item, or with billing, every attempt should be made to resolve the issue directly with the Merchant. Review of future statements is vital to ensure that the account is properly credited for returns, credits and disputed charges. Tracking these transactions in future transaction logs is optimal.

If you are unable to come to an agreement with the Merchant regarding a purchase made with your P-Card, call the Program Administrator. Reports must be made to American Express within sixty (60) days from the date of the transaction. The Program Administrator will assist in resolving your transaction issue.

NOTE

Failure to take immediate and appropriate action could result in a loss to your department and your charging privileges could be revoked.

Lost, Stolen or Misplaced Cards If your P-Card is lost, stolen or you discover unauthorized charges on your account, immediately contact the P-Card Program Administrator at (281) 891-6471 and American Express at 800-492-4920. Prompt action can reduce our liability for fraudulent activity.

American Express will issue the Cardmember a replacement card and place a block on the lost/stolen card to prevent any purchases. The new card number will need to be recorded into the CAR tool by the Program Administrator. What to Do If You Transfer or Terminate You are responsible for returning the P-Card to your supervisor before you transfer or terminate. Your supervisor will notify the Program Administrator, via e-mail, cut the card in two and return it to the Program Administrator. If you transfer to another department, you will need to re-apply for another card under your new department's management and attend the P-Card orientation again.

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P-Card Payment The P-Card Program carries District, not individual, liability except for improper use. Spring I.S.D. pays the monthly statements except for charges where fraud is determined. The Program does not affect your personal credit rating in any way.

The P-Card billing system is an individual bill/central pay arrangement. Spring I.S.D. will receive a periodic statement reflecting all Cardholder charges for the billing cycle. Accounts Payable will pay American Express the summary total. Monthly Transaction Reconciliation The primary purpose of the monthly reconciliation is to ensure the proper expenditure of funds has occurred under the Program. Also, monthly reconciliation gathers data on how, where and for what the P-Cards were used to properly enhance the Program as needed. Finally, the review is done to ensure the system works as designed and is properly used.

It is the primary responsibility of you and your supervisor to make sure the review is done and the allocation of functions are accurately and promptly completed by the deadline determined by the Program Administrator each month.

BILLING CYCLE

The monthly billing cycle will end on the 28th of each month. You will be required to review and approve transactions in CAR no later than five (5) business days after the billing cycle close.

RECONCILIATION TOOLS

The following three tools will be used to complete the reconciliation process efficiently and uniformly each billing cycle:

a. Transaction Log (Appendix A): This form is filled out manually to record your monthly transactions as they occur and is reconciled against CAR, the web-based reconciliation tool provided by American Express.

b. American Express Corporate Account Reconciliation (CAR): CAR is a web-based tool that allows cardmembers to review, reallocate accounting information (if applicable), and reconcile their monthly transactions. The tool is also used to interface information to Spring ISD’s financial system (IFAS), generate reports, and facilitate payment to American Express. Supplier transaction information is available via CAR within 48-72 hours after the supplier processes the transaction

The Cardmember can perform the following functions within CAR:

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• Verify that the transaction data from American Express agrees with your own personal record of the transaction (Transaction Log and supporting documentation). • Review data provided by the supplier for each transaction captured at the point of sale. • Mark transactions as “Reviewed”. • Add comments and other details for each transaction (ex: note if a charge is disputed). *Failure to review and or reallocate transactions (if applicable) for two billing cycles in any 12-month period may result in disciplinary action and/or revocation of your P-Card privileges.

c. Purchase Confirmations (e.g. Receipts, online confirmations, invoices, packing slips, etc.)

RECONCILIATION PROCESS (3- WAY MATCH)

The reconciliation is essentially a 3-way match process, ensuring that (1) all purchase documentation matches the activity recorded on the (2) Transaction Log, which in turn should match the transactions posted on the American Express (3) CAR report transaction statement.

Once the billing cycle closes (the 28th of each month), you will receive an e-mail reminder that the billing period has ended. It is essential that you complete the following steps no later than five (5) business days after the close of the cycle:

Step 1: Collecting & Retaining Appropriate Supporting Documentation Upon making a purchase, be sure that the Merchant provides you an appropriate form of documentation that will serve as support to your purchase. Common acceptable forms of purchase confirmation include receipts, invoices, online order confirmations, packing slips, etc. Archive all P-Card related documentation in a folder and make copies of any receipts provided by the merchant on thermal paper (thermal paper fades with time, so a copy on regular copy paper will ensure the detail of the receipt is legible in the event of a future audit).

Step 2: Completing the Transaction Log The same day you make a purchase on your P-Card, be sure to transfer any and all relevant information from the supporting documentation provided by the Merchant onto the Transaction Log. The Transaction Log lists all the information required to be documented. All activity on the transaction log should be organized in the same chronological order as the purchases dates displayed within the CAR report transaction statement.

Note any exceptions on your Transaction Log. You should ensure follow-up with the merchant on any exceptions.

Upon completing your Transaction Log for any given billing cycle, your Supervisor and Authorized Reviewer must then review, approve and sign your transaction log within five (5) business days of the cycle closing.

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Step 3: Reviewing & Approving the CAR Report As indicated previously, transaction information is usually available in CAR within 48- 72 hours after the supplier processes the transaction.

1. The cardholder should login to the CAR tool regularly to ensure timely posting of recent purchases. Individual transactions must be reviewed to ensure accuracy of the date of purchase, merchant name, purchase description, purchase amount, etc.

2. Validated transactions should be marked as “Reviewed” by the cardholder, indicating the cardholder has verified the accuracy of the transaction.

3. Upon validating all transactions, the cardholder will print a CAR transaction statement listing all validated activity.

4. The cardholder must now perform the 3-way match reconciliation process, ensuring that the transactions for the given billing cycle are reflected accurately on the Transaction Log, the CAR transaction statement and the supporting documentation.

5. The cardholder then gathers the reconciled documents and provides them to the reporting Supervisor for review and approval. The documents should be organized in the following order: Transaction Log on top, followed by the CAR transaction statement, and ending with the supporting documentation.*

*NOTE: Remember that the transactions on the Transaction Log should be organized in the same chronological order as they are displayed within the CAR transaction statement (Doing so makes the reconciliation process, and potential audit process, more efficient).

6. The Supervisor now reviews and approves the transactions within CAR and the Transaction Log and submits the log to the Authorized Reviewer for final approval.

7. The Authorized Reviewer (if other than the Supervisor) performs the final approval step by signing off on the purchase transactions in both CAR and the Transaction Log, thus confirming accuracy of the records received and the budget codes impacted. The Authorized Reviewer will also ensure all documentation is retained securely over the 7-year mandatory retention period.

8. This reconciliation process is subject to audit.

Note:

The total amount to be posted on your budget code statement must match your Transaction Log.

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Cardholders who fail to reconcile twice in any 12-month period may have their P-Card privileges revoked.

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APPENDIX A – P-Card TRANSACTION LOG 10/6/2009

Spring ISD P-Card Transaction Log

For the Billing Cycle of: Default Budget Cardholder Name: Code #:

Budget Order Recvd Reconciled Merchant Name Amount Description Code Authorized Signature New Budget Code Date Date to Statement Change

* Cardholder Signature: Date: ** Supervisor Signature: Date: ***Authorized Reviewer: Date:

* confirms transactions are valid and all-inclusive for the given billing cycle. ** confirms purchases were proper and necessary for the department. *** confirms accuracy of record and allocation of transactions to the appropriate GL account code of items that have been reconciled to the Amex statement.

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APPENDIX B – P - CARD REQUEST FORM

Spring ISD P-Card Request Form

Employee Name:

Supervisor Name:

Authorized Reviewer Name (if other than supervisor):

Department Name:

Default Accounting Code for Purchases:

Employee Phone Number: ( ) - -

Employee Work Address (i.e. School Campus):

Proposed Use(s) of Card:

Proposed Suppliers where P-Card will be used (i.e. Fedex, Kinko’s):

Requested Spending Limit (Fiscal Year):

* NOTE:

• Employee refers to the person being authorized to receive a District P-Card in his/her name. • Department Head refers to the person authorized by the District to designate and approve a department cardholder. • Supervisor refers to the person responsible for reviewing and approving the employee’s monthly reconciliation documents. • Authorized Reviewer refers to the person who will confirm the reconciliation process has been completed properly and all related documentation has been turned in for retention in case of an audit.

Cardmember Printed Name:

Employee ID:

Employee Signature: ______Date: ______

Department Head Printed Name:

Department Head Signature: ______Date: ______

Please print or type legibly. Submit the completed form to the Program Administrator.

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APPENDIX C – EMPLOYEE AGREEMENT

SPRING I.S.D. P-CARD PROGRAM

EMPLOYEE AGREEMENT & ACKNOWLEDGEMENT OF RESPONSIBILITIES

This document outlines the responsibilities I have as a holder of the Spring Independent School District (“District”) Procurement Card (“P-Card or Card”). My signature indicates that I have read and understand these responsibilities, and further, that I acknowledge receipt of the District P-Card issued in my name.

1. I understand that I am being delegated the authority to purchase approved goods and/or services on behalf of the District for authorized District-related activities using the American Express P-Card within the limits and/or restrictions established for this card, and that employee travel, capital purchases, personal transactions and cash advances are strictly prohibited.

2. Use of the District P-Card not authorized within this procedure may be considered misappropriation of District funds and could result in: a) immediate and irrevocable forfeiture of the Card; and/or b) disciplinary action up to and including termination of employment.

3. I understand that the Card must be surrendered upon transfer to another department, termination of employment (either voluntary or involuntary) or at any time upon request of the Program Administrator or District management.

4. I will maintain the Card and Card number with appropriate security. If the Card is stolen or lost, I agree to notify American Express and the Program Administrator using the steps outlined in the Procurement Card Procedure Guide. I understand that if I fail to follow the lost or stolen Card procedures, I may be considered personally liable for any and all charges made against my Card.

5. The Card is issued in my name. I will not allow any other person to use my Card. I am accountable for any and all charges made against the Card. All charges made against this card will be billed directly to my departmental account and I am responsible for ensuring that the appropriate accounting for charges has been completed monthly using the American Express Corporate Account Reconciliation (CAR) tool. Failure to review two billing cycles in any 12-month period may result in disciplinary action and/or revocation of your P-Card privileges.

6. I understand that since the Card is District property, I will be required to comply with internal control procedures designed to protect District assets. This includes: a) being asked to produce the Card to validate its existence; b) provide the account number; c) provide receipts to my manager/supervisor and/or to the auditor; and, d) provide statements to audit its use.

7. I understand that activity on the Card will be reported to the District and/or its representatives.

8. I understand that my department will receive a cyclical statement on a periodic basis. This statement will report all activity during the statement period. Since I am responsible for all charges on the Card (but not for payment), I will resolve any discrepancies by either contacting the merchant or American Express within 60 days of the cycle date.

9. I understand that all charges will be billed directly to, and paid directly by, the District.

Cardmember Printed Name:

Cardmember Department Name: Employee ID:

Signature: ______Date: ______

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APPENDIX D – DEPARTMENTAL GUIDELINES

Special Services Department (CBI Program)

Purpose: This document references the P-Card guidelines that apply specifically to the Special Services Department and the Community Based Instructional (CBI) program. All Special Services employees authorized to use a P-Card shall abide by these guidelines.

Department Roles

The individuals listed below assume the roles and responsibilities associated with the P-Card program, as defined in the P-Card User’s Guide.

• Department Head: Brian Malechuk, Ed.D / Executive Director for Special Services

• Supervisors: Karin Olsen and Winona Lincoln

• Authorized Reviewer: Faye Shafrath

Budgetary Controls

• “Spend-Down” Expense Limits: Each P-Card is programmed with a beginning balance equal to the individual cardholder’s pre-authorized expense budget. As the cardholder makes P-Card purchases, the balance amount is reduced (spent-down) by the amount of the purchases processed. The P-Card will not allow purchases that are over the balance remaining in the P-Card.

• Default Budget Codes: All authorized CBI P-Card purchases will default to a predefined budget code and will not require modification by the cardholder. For example, in 2010-2011 budget year, the default budget code was: 224-11-6399-00-XXX-23-98 (XXX = School Location Code)

Approved Suppliers List

Below is a comprehensive list of the approved suppliers where Special Services cardholders may process authorized P-Card purchases as part of the CBI program. Please note that some vendors are restricted to a specific location. If a vendor you want to use is not referenced within this list, please communicate with the Authorized Reviewer so he/she may consider your request. If approved, the Authorized Reviewer will submit a new vendor request to the Program Administrator to initiate the set-up process with American Express.

Discount Stores

*99 Cent Store *Family Dollar

*Dollar General *Dollar Tree

*Payless Shoes *Ross

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*Sam’s Club *TJ Maxx 325 Richey Road

*Target (I-45 @Cypresswood & 1960 @ Cutten)

*Wal-Mart Discount Store ( I-45 @ Louetta & 1960 @ Walters Rd.)

Grocery Store

Randall’s (1960 @ Champions)

*HEB ( 2920 @Spring Cypress or Aldine Westfield @ Hirschfield)

*Kroger (Treschwig @ Cypresswood, Spring Cypress @ I-45, 1960 @ Cypress Station)

*Food Town

*Food Fair

Drug Stores

*CVS *Walgreen Drug Store

Malls

Deerbrook Mall

Willowbrook Mall

The Woodlands Mall

Department Stores

Dillard’s *Kohl’s (I-45 @ Louetta) Macy’s JCPenny Sears Palais Royal Restaurants

*Buffets

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CiCi’s Pizza Godfather’s Pizza Hartz Krispy Chicken Luby’s Cafeteria

*Order at Counters McDonald’s Papa John’s James Coney Island Wendy’s Kentucky Fried Chicken Lenny’s Popeye’s Chicken Pizza Hut Jason’s Deli Pizza Inn Chick-Fil-A Papa Johns Taco Bell Little Caesar’s Rudy’s Spring Creek Bar-b-que

*Sit Down Black Eyed Pea Las Casadas Denny’s Cracker Barrel El Palenque Olive Garden Kobe Steakhouse Potato Patch Golden Jade Wunsche Brothers I-Hop Guadalajara Cheddar’s Road House (AM Tour) Zio’s

*Snacks Shipley’s Donuts Baskin-Robins Ice Cream TCBY Yogurt Marble Slab Great American Cookie Company

Recreation/Leisure

Amusement Venues Main Event Entertainment 281-355-5511 19441 IH 45/Oak Ridge

Old McDonalds (Elementary only) 281-446-4001 3203 FM 1960 East

Zuma Fun Center 281-872-7778 180 W. Rankin Road

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Oil Ranch 281-859-1616 HWY 290

Merry Christmas Tree Farm/Pumpkin Patch 281-351-0810 24950 Stuebner-Airline

Bowling Diamond Bowl 281-440-9166 267 North Forest

AMF Woodlands Bowling 281-367-1277 27000 I-45

Golf *Driving Range

Resale Shops

Northwest Assistance Ministries Resale Shop 281-880-9000 3645 FM 1960 West

Spring Assistance Ministries 281-353-4480 810 E. Louetta

Willowchase @ 249 & 1960 West 281-897-8651

Salvation Army 281-397-7481 3665 FM 1960 West

Teacher Supply

Teacher Heaven 281-288-7370 1417 Spring Cypress Rd. Ste. 111C

Lakeshore 936-271-3585 19075 Interstate 45

Theaters American Multi-Cinema Theaters 281-517-0200 Willowbrook

Movie Tavern 281-248-8393 I-45 @ Richey

Deerbrook AMC 281-540-8715

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Cinemark Tinseltown 281-362-4340 9595 Six Pines Drive

Loews Theaters 281-288-7200 20115 Holzwarth Road

Book Stores Half Price Books 281-583-9992 4685 FM 1960 West

*Once Read Twice Sold 281-355-1300 250 Cypresswood

*Waldenbooks

Barnes and Noble 281-631-0681 FM 1960West

Specialty Stores and Shops

Plants for All Seasons 281-370-6390 6610 Louetta

*Home depot *Lowe’s *Ace Hardware *Ken’s Hardware *Michael’s *Party City *Petco *Petsmart

*stores within the SISD boundaries

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